Job Description: Inventory Manager (Property-Based)

Department: Administration / Finance / Operations

Reporting To: Administration Manager / Financial Controller

Objective

The Inventory Manager is responsible for overseeing all aspects of inventory control and management across multiple departments within the property, ensuring optimal stock levels, cost efficiency, and compliance with company standards. This role supports the property’s operational excellence and guest experience by maintaining accurate inventory records, facilitating logistics, and driving continuous improvement in stock management processes.

Key Responsibilities

Inventory Management

• Implement and maintain an inventory tracking system with detailed stock codes and supplier information.
• Monitor and manage stock levels across departments: Beverage, Operating Equipment (Glassware, Crockery, Cutlery, Equipment, Smalls), Galleries, Guest Amenities, Spa Inventory, Linen, Cleaning Consumables.
• Conduct annual fixed asset counts and maintain the fixed asset register.
• Ensure perpetual inventory accuracy through regular stock counts, audits, and reconciliation.
• Minimise overstocks and remove obsolete/redundant stock to maximise working capital.
• Ensure all incoming stock is receipted, processed, and allocated correctly according to company procedures.
• Maintain integrity and accuracy of the stock management system (e.g., MyInventory, TallOrder, Pastel Evolution).

Logistics & Documentation

• Prepare and document daily deliveries and shipments.
• Keep the property updated on orders placed, deliveries received, and stock in transit.
• Receive and check all F&F items delivered; liaise with procurement company when necessary.
• Manage internal transfers and ensure accurate recording and allocation.

Purchasing & Supplier Relations

• Purchase new stock and negotiate favourable contracts with suppliers.
• Run regular comparisons between suppliers to ensure best pricing and value.
• Manage allocation processes and ensure best pricing for the property.
• Maintain supplier records and relationships, ensuring compliance with procurement policies.

Auditing & Budget Coordination

• Conduct accurate stock takes and quarterly on-site audits.
• Work with the General Manager to align purchases with property budgets and optimise costs.
• Assist in compiling monthly financial packs and variance reports for the Support Office Finance team.
• Ensure COS (Cost of Sale), margin percentages, and mark-ups are in line with budgets.

Support & Problem-Solving

• Assist with logistics for equipment repairs and sourcing maintenance items.
• Investigate Cost of Sale variances and implement corrective measures.
• Provide routine management information on inventory performance.
• Support staff needs in other departments based on priorities and business levels.

Health, Safety & Sustainability

• Ensure compliance with OHSA regulations and company safety standards.
• Maintain clean, organised, and secure storerooms; control access and ensure proper storage practices (FIFO, separation of hazardous materials, stacking limits).
• Promote sustainability practices in inventory management and storeroom operations.
• Train staff on safety, emergency protocols, and proper handling procedures.

Leadership & Teamwork

• Supervise, train, and develop inventory staff.
• Promote staff morale, teamwork, and a positive work environment.
• Delegate responsibilities and take corrective action when required.
• Ensure professional attire and presentation standards are maintained.

Requirements – Qualifications & Skills

• Understanding of Pastel Evolution Inventory Model and TallOrder Inventory Module (beneficial).
• Knowledge of at least two leading POS/Inventory systems; experience in system setup preferred.
• Previous experience in a luxury hospitality environment, ideally at F&B Manager or similar level.
• Strong understanding of inventory management and financial processes for cost of sale calculations.
• Basic accounting knowledge.
• Sound experience in Hospitality and/or Administration positions (3-5 years).
• Sound knowledge of MS Office Suite.
• Experience in planning, budgeting, and departmental administration.